Agenda and minutes

The Major read the following statement:

I am delighted to share with you a good news story about a passionate teen gardener from Montrose. Congratulations to Dekoda Bell for winning the ‘Gardener of the Year Award’ at the Victoria in Bloom Awards.

These awards recognise and reward the great work of gardening enthusiasts living in public or community housing. It’s a way of saying thanks to renters for their hard work to create and maintain amazing gardens that contribute to the communities they live in.

Dekoda discovered gardening just three years ago and recruits his friends for assistance to develop new patches and play an active role in gardening and maintaining a vibrant and healthy community. Well done Dekoda.

In accordance with Chapter 7, Rule 4, of the Governance Rules developed by Council in accordance with section 60 of the Local Government Act 2020.

In accordance with Chapter 7, Rule 4, of the Governance Rules developed by Council in accordance with section 60 of the Local Government Act 2020.

There were no disclosures of conflicts of interest made for this meeting.

In accordance with Chapter 3, Rules 57 and 59, of the Governance Rules developed by Council in accordance with section 60 of the Local Government Act 2020.

In accordance with Chapter 3, Rules 57 and 59, of the Governance Rules developed by Council in accordance with section 60 of the Local Government Act 2020.

QUESTION 1

Kathy Austin of Montrose, asked: 

While most people are feeling inflation pressure and Victoria already has a $10 million daily interest debt, we obviously need to know how any extra council works will be funded.

Q1 - Please explain exactly where the funding will come from for any implementation of the urban design frameworks in our shire.

Q2. If rate increases are involved, please explain exactly how much per year and for how many years the increases will be charged.

Thanks you.

Amanda Kern, Acting Director Planning and Sustainable Futures:

Thank you for your question Kathy.

Currently many of the actions in the UDF are unfunded, this was made clear in reports to Council last year. If the Urban Design Frameworks are endorsed there will be opportunity to advocate for external funding such as State and Federal Government grant funding streams or fund through Councils capital works program. If no funding is secured, then the projects will not go ahead.

An individual project does not determinethe proposed rate increase, but rather the approved rate increase sets the maximum available funds available to deliver prioritised projects in any given year.

QUESTION 2

Anonymous asked: 

It was reported that the meeting held on Tuesday 11th April was closed due to people in the public gallery ignoring the mayor's ruling not to film the proceedings. On review the actual council's recorded footage at the beginning, where the mayor clearly instructs the public : "Anyone not wishing to be filmed can report to a member of the governance team to my right" is missing.

QUESTION: Why was this important, and relevant footage/audio removed?

Andrew Hilson, Director Corporate Services:

Thank you for your question.

A review of the recording has confirmed that theMayor did not make mention of “Anyone not wishing to be filmed’ at the Council Meeting on 11 April 2023.

No edits to the recording for this meeting have occurred.

QUESTION 3

Tammi Rose, Chief Executive Officer:

We received a third Question to Council from an anonymous member of the community regarding 20-minute neighbourhoods. As previously advised, any questions about this topic have been previously answered. Please refer to Council’s website for further information.

SUBMISSIONS FROM THE PUBLIC

Hooning and Speeding – Mount Dandenong

Paul Vonic provided Councillors with an update on the hooning and speeding drivers on Ridge Road and Osprey Road, Mount Dandenong.

The Mayor referred the matter to the Director Built Environment and Infrastructure for further investigation.

In accordance with Chapter 3, Rule 60, of the Governance Rules developed by Council in accordance with section 60 of the Local Government Act 2020.

In accordance with Chapter 3, Rule 60, of the Governance Rules developed by Council in accordance with section 60 of the Local Government Act 2020.

There were no Petitions received for this meeting.

SUMMARY

This report summarises the evaluation process, seeks Council approval to progress contract approval for the provision of Fire Slashing Services. The project is for annual fire slashing of Council owned and/or managed roadsides, fire access tracks, unused road reserves, general reserves and other land.

The objective is to:

·                manage fire risk to road users and the surrounding landscape;

·                ensure sight lines and road clearance envelopes are managed in accordance with Council objectives; and

·                ensure fire risk is managed within reserves and other areas.

Sensitive Bushland Reserves are excluded from this project.

The initial contract term is for three years, with the option to extend the contract for a minimum period of one month and a maximum of 36 months.

Cr McAllister moved a motion alternate to that printed in the agenda.

SUMMARY

During the June 2021 storms the Mount Dandenong Preschool received substantial damage due to a fallen tree. The building was deemed unusable, and the kindergarten program was relocated to a vacant building at Olinda Primary School. Following the storm, council officers have undertaken a needs analysis, explored site options and sought the assistance of the Department of Education (DE) and the Victorian School Building Authority (VSBA) to investigate funding and support to rebuild the preschool.

Following strong advocacy, Council received confirmation in October 2022 that the Mount Dandenong Primary School had been approved by the Minister of Education as the preferred location for the reinstatement of a new preschool building. Ministerial approval covered building an enhanced preschool facility including a multi-purpose community space and consulting room to support other community services.

The damaged preschool, located at 1345 Mount Dandenong Tourist Rd, remains in the hands of Council’s insurer awaiting an agreed settlement to be reached enabling subsequent demolition. This site is Crown Land managed by Council on behalf of the Department of Energy, Environment and Climate Action (DEECA) and reserved for infant welfare purposes only.

It is recommended that Council endorse the preschool development on the primary school site as the preferred location. It is also recommended that Council formally cease land management and any landholder agreement for 1345 Mount Dandenong Tourist Road, Mount Dandenong.

SUMMARY

The current Rate Recovery and Financial Hardship Policy was adopted by Council on 22 March 2022.

An amendment to this policy has been developed to provide Council with a policy framework to provide financial relief to individuals and businesses after amendments to Rating provisions in the Local Government Act 1989 (the Act) received royal assent in August 2022 and will commence on 20 June 2023.

SUMMARY

The Melbourne East Regional Sport and Recreation Strategy (MERSRS) was developed in 2016, to provide the eastern region Councils with a collaborative approach to regional facility provision for sport and recreation. The 2016 MERSRS resulted in several key projects being delivered for Yarra Ranges including the development of the AFL Centre of Excellence at Kilsyth Recreation Reserve, planning and development of the Warburton Mountain Bike Destination project, as well as the development of the Eastern Region Trails Strategy.

A review of the MERSRS has been undertaken to ensure it remains contemporary and responds to the ever-changing sport and recreation landscape.

The reviewed MERSRS highlights key opportunities for Yarra Ranges including:

·                The delivery of the Warburton Mountain Bike Destination project;

·                Consideration of an Urban Aquatics Facility;

·                Support and advocate for the Yarra Ranges Regional Equestrian Park proposed by a third party (or private consortium); and

·                Consideration of a regional sports precinct to cater for a number of sports including multiple cycling disciplines.

The MERSRS also provides direction for regional level planning, collaboration, club development and advocacy.

The MERSRS has been presented to, and endorsed by, the Eastern Region Group of Council’s, and this report seeks Council endorsement.

SUMMARY

This report summarises the evaluation process and seeks Council approval for the construction contract for the Chirnside Urban Park Project. 

The project will provide a regional level playspace with a multi-level structure and play elements for all ages and abilities. It will seek to enhance the existing wetlands area to integrate with other proposed activity areas. The project also includes an accessible car park and public toilet amenities building. 

A public open tender process was undertaken in accordance with the Local Government Act and council’s procurement policy.

Tenders closed on 31^st March 2023 and ran for a period of 34 days, and eight (8) submissions were received.

The evaluation panel recommends the tender from The Trustee for Burma Family Trust t/as Warrandale Industries Pty Ltd be accepted for a total lump sum price of $3,761,415.68 (exclusive of GST and inclusive of tender options, cost saving initiatives and provisional sums).

This item has been included in the public agenda to facilitate openness and transparency in Council’s decision making. A confidential attachment has been included with the report which contains commercially sensitive information that is not to be disclosed whilst the meeting is open to the public.

The recommendation in this report has been formally endorsed by the evaluation panel.

SUMMARY

The purpose of this report is to seek approval for an extension of the following Contract CT5515, Annual Supply of Works, Services and Products currently held by numerous entities, until 30 June 2024:

The contractors provide essential work and services on Council assets to ensure that the assets are maintained appropriately and continue to deliver an acceptable level of service to the community.  This report outlines the current contract arrangements, financial and service delivery responsibilities and principles for the proposed new contract should the extension be approved.

The contracts are scheduled to conclude on 30 June 2023.

SUMMARY

This report seeks approval for an extension of Contract CT5391, Annual Supply - Mowing, Tractor Slashing & Brush Cutting by three companies, until 30 June 2024:

The contractors provide essential work and services on Council open space assets to ensure that the assets are maintained appropriately and continue to deliver an acceptable level of service to the community.  This report outlines the current contract arrangements, financial and service delivery responsibilities and principles for the proposed new contract should the extension be approved.

The contracts are scheduled to conclude on 30 June 2023.

In accordance with Chapter 3, Division 4, of the Governance Rules developed by Council in accordance with section 60 of the Local Government Act 2020.

In accordance with Chapter 3, Division 4, of the Governance Rules developed by Council in accordance with section 60 of the Local Government Act 2020.

There were no Councillor motions listed on the agenda for this meeting.

12.1    Short Term Accommodation

Cr McAllister requested an update on short term accommodation within the municipality come to Forum in the immediate future. Noting Mornington Peninsula Shire Council and Port Phillip Council have both recently had decision go through the chamber.

Cr Fullagar

-       Attended the Eastern Transport Coalition on the 18 May 2023 via Videoconfernce.

-       Chaired, in the absence of Cr Todorov, the Health and Wellbeing Advisory Group meeting held on 18 May 2023 at the Yarra Ranges Council Civic Centre.

Cr Todorov

-           Attended the Australia Local Government Women’s Association National Conference on 17 May to 20 May 2023 at Cape Schanck Resort, Mornington Peninsula. Cr Skelton also attended the Conference.

In accordance with Clause 87 of the Meeting Procedures and Use of Common Seal Local Law 2015, as prescribed by Section 14(2)(c) of the Local Government Act 2020.

SUMMARY

It was requested that the following document be signed and sealed:

Letter Under Seal – Ian Furness

A letter under seal has been prepared in recognition of Ian Furness who is retiring after 22 years of service with Yarra Ranges Council, working as a Parks Maintenance Crew Member.

In accordance with Chapter 3 Rule 24 of the Governance Rules developed by Council in accordance with section 60 of the Local Government Act 2020.

There was no Urgent Business received for this meeting.

In accordance with section 66(2)(a) of the Local Government Act 2020.

In accordance with section 66(2)(a) of the Local Government Act 2020.

There were no Confidential Items listed on the agenda for this meeting.